Project Description:
Development of a macOS app to integrate and automate various workflows for scheduling castle tour guides.
Project Objective:
Develop a macOS app that automates various manually performed tasks using an OpenAI API. The app, preferably programmed in Python, will process different inputs to generate outputs used for the weekly organization and management of tours (castle tours for tourist groups). The final product must allow the user to operate and read everything in German language.
Task Description:
The result must be in german language.
1. API Usage:
- Provide an input option for the OpenAI API.
- Retrieve the email inbox and integrate the OpenAI/ChatGPT API to process free text and availability from the emails.
2. Email Input (IMAP):
- Access an email account via IMAP.
- Extract information and other relevant data from various unstructured free-text emails using the Chat-GPT API to record the availability of tour guides in "wish lists" for each of the three monuments.
- Note: The information in these free-text emails is often very unstructured and may need to be supplemented with data from the master list. For example, if a guide does not mention which monument they are available for, but according to the "master list", they only conduct tours at a specific monument.
- Provide an input option for email account credentials.
3. Availability and "Wish Lists" (German: "Wunschliste"):
- Create weekly "wish lists" (lists showing the availability of tour guides, as extracted from the emails) for each of the three monuments in a specified format: Word document with a table (Name, MO-TU-WE-TH-FR-SA-SU-calendar week).
- Save the completed wish lists for further use.
4. Manual Uploads:
- Allow manual uploads of "weekly schedules" (German: "Wochenzettel", lists of booked tours, with language and time, provided as PDF documents) and "master list" (German: "Masterliste", list of available tour guides and their respective skills, such as languages and offered tours, provided as Apple Numbers documents).
- Process the uploaded files to extract tours and times.
5. Control and Validation:
- Cross-check the extracted data with the "master list" (German: "Masterliste") for control.
- Validate the names and tours with the tour guides' skills (tours, monuments, languages) against the "master list".
6. Generation of "Box Plans" (German: "Kästchenplan") - the most important and complex step so far:
- Create "box plans" ("Kästchenplan") where the tour guides (according to the information in the "master list") are assigned to the tours listed in the weekly schedule .
- Criteria to consider can be found in the "master list" for each tour guide: offered tours, priority, languages, required break duration between tours, minimum and maximum number of tours per day.
- Ensure that the availabilities extracted from the emails (which were recorded in the “wish lists”) are considered when assigning guides to the tours.
- The table should include the tour guides, tours, times, and days of the week in a specified format:
- Schema x: Tour guide; y: Weekday; Cells: List of times and tours, see ) based on the validated "wish lists".
- Follow the provided document "Kästchenplan" in the attachment as template.
- Create a "box plan" for each of the three monuments.
- Export the "box plans" in an editable format (e.g. Word table).
7. Manual Review of "Box Plans" (German: "Kästchenplan"):
- Provide the option for manual corrections and changes.
- Ensure that the app can incorporate these corrections for processing the subsequent steps.
8. Output and Email Sending:
- Create emails for each tour guide: A list of assigned tours for the tour guide, with email addresses taken from the "master list" ("Masterliste").
- Send emails to the respective tour guides after manual review.
9. Creation of "Daily Schedules" (German: "Tageszettel"):
- Create a list of tours taking place each day and the previously assigned guides for each day of the week, along with other details from the "weekly schedule" ("Wochenzettel"), such as time, tour name, administrative abbreviation, booking number, group contact person.
- Follow the provided document "Tageszettel" in the attachment as template.
- Format: MS Word list/table.
Requirements:
- Operating System: macOS
- Skills: Experience with macOS, automation, IMAP, API integration, data processing, and validation.
- Additional Tools: OpenAI API will be provided.
- Language: The final product must allow the user to operate and read everything in German.
Project Scope:
- Detailed and accurate implementation of the functions described above.
- User-friendly and clear in function and design, "foolproof."
- Final function tests and documented handover.
Time Frame:
- Approximately 2 weeks.